Personal Assistant

Shashwath Solution; Pune District; On-site; INR 200,000 - 300,000; Full time

Job summary

Shashwath Solution in Pune, India seeks a proactive admin assistant to support the MD and executive team. You will manage calendars, coordinate meetings, draft memos and prepare documents for review and board presentations.

You will handle correspondence, organize files, take minutes, and maintain records with accuracy. The role requires strong English, Hindi and Kannada communication, plus proficiency with Word, Excel, databases and presentation tools.

Qualifications

• Calendar management and scheduling for executive teams.
• Drafting and preparing memos, reports and letters.
• Taking and distributing accurate meeting minutes and notes.
• Organizing documents, filing, and maintaining records.
• Multilingual communication in English, Hindi, and Kannada.

Responsibilities

• Correspondence handling: drafting, replying, and routing messages.
• Organizing and filing documents, preparing reports.
• Organizing and servicing meetings, producing agendas, taking minutes.
• Scheduling appointments and managing company calendars.
• Handling day-to-day MDs appointments and coordinating diaries.
• Coordinating mail-outs and publicity tasks.

Skills

Calendar management

Document preparation

Minute taking

Office administration

Multilingual communication

Tools

Word processing

Spreadsheets

Databases

Presentation software

Job description

Job highlights

• Managing calendars of the MD Director Managing Partner and coordinating meetings and calls.
• Support in preparing financial statements, reports, memos, invoices letters, and other documents.
• Opening, sorting and distributing incoming letters, emails, and other correspondence. Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.
• Helping prepare for meetings and accurately recording minutes from meetings. Using various software, including word, spreadsheets, databases, and presentation software.
• Reading and analyzing incoming memos, submissions, and distributing them as needed.
• Performing office duties that include ordering supplies and managing a records database.
• Experience as a virtual assistant and Provide general administrative support.
• Should be comfortable to speak in English, Hindi along with Kannada

Role & responsibilities

1. Correspondence: Drafting, Correspondence, handling correspondence, and answering calls and messages
2. Documents: Organizing documents, filing, and preparing documents
3. Meetings: Organizing and servicing meetings, producing agendas, taking minutes, and capturing notes
4. Schedule: Scheduling appointments and maintaining company schedules
5. Other: Managing day to day MDs appointments, documenting the information, and coordinating calendars, taking messages and handling correspondence, maintaining diaries and arranging appointments, typing, preparing and collating reports, filing etc.
6. Organizing and servicing meetings (producing agendas and taking minutes)
7. Managing databases
8. Prioritizing workloads
9. Implementing new procedures and administrative systems
10. Coordinating mail-shots and similar publicity tasks.